PROCEDURES (Amended August 2007)
Constitution - Article II
- About three to four months after a Congress and not later than 9 months, the General Secretary and the new Congress Secretary-Treasurer shall invite members to renew their membership by sending out application forms with the first Congress Newsletter, indicating also the membership dues and procedures.
- Past members shall continue to receive newsletters and enjoy some membership services but this may last only for a period not exceeding one year after the last congress, unless membership is renewed.
- The General Secretary shall also persuade Affiliated members to renew their membership and press those who have not
yet appointed their Councillor to do so within one year.
- Executive must appoint a Compliance Committee to decide on the acceptance of a new membership application and its category, when there is an element of doubt and the General Secretary is unable to decide on his own.
- The number of Honorary Life members is limited to 25. The list of Honorary Life Members shall be kept regularly up-to-date by the Secretariat and circulated to Executive, Council and Affiliated Societies. Whenever vacancies exist, the General Secretary must advise Executive to search for possible candidates for election. This exercise must be conducted at the time of the Mid-term meeting for the organisation of each Congress to leave sufficient time to initiate any action which may be required well before Congress. Nomination for Honorary membership must be made on the prescribed form (Form 4) signed by a proposer and two seconders, all of whom must be members of the ISSCT, together with the appropriate C.V. of the nominee. Among the proposer and the seconders, at least one shall be a member of Council or Executive and at least one shall not be from the country of origin of the nominee. Such nominations must be submitted to the General Secretary one month before Congress and must be screened by the Compliance Committee, recommended by Executive for election by Council, at each Congress.
Constitution - Article IV
- Councillors shall be appointed by Affiliated members preferably shortly before a Congress, to be the successor of the outgoing Councillor. Their appointment shall take effect just after the Congress. As far as possible such appointment shall be made not more than one year after a Congress. These measures are to ensure that all Councillors are fully aware of the activities and affairs of the ISSCT by the time of the next Congress.
- The General Secretary shall maintain communication with Councillors and their Affiliated Societies, firstly to give them details of the office bearers of the ISSCT and the programme of activities. He should endeavour to keep them informed of progress on the activities of the ISSCT and of decisions of Executive.
- The General Secretary will send a circular letter to all Councillors two months before Congress requesting confirmation of their attendance at Congress. If a Councillor is not able to attend, he should nominate a person who will represent its Affiliated Society at Council meetings.
- The Council meets only at Congress. The General Secretary, in collaboration with the Congress Secretary-Treasurer, shall inform Councillors at the beginning of Congress of the schedule of meetings. This must be published in the first congress Daily Newsletter. At least three meetings of Council shall be organized, preferably in late afternoon after the end of technical sessions.
The main objects of these meetings shall be:
Meeting No. 1 (Preferably on the first day of Congress)
Meeting No. 2
- Reports of:
- Chair Executive
- Chair Technical Programme Committee
- General Secretary
- Presentation and circulation of Interim Audited Accounts.
- Details of Congress Organisation and of publication of proceedings.
- Proposals for amendments on Constitutional matters: Constitution, Policy and Procedures (Circulated and Explained).
Meeting No. 3 (On the penultimate day of Congress)
- Examine Nominations for Election of Executive.
- Discussion of Interim Audited Accounts.
- Examine applications for Congress hosts.
- Constitutional matters. (Discussions and approval).
- Membership Services (Strategic initiatives, evolution of ISSCT's activities etc.).
- Election of Honorary Life Members, if any.
- Examine reports, decisions, votes of thanks to be presented to delegates at the Closing Session of Congress.
- Election of New Executive.
- Consider Recommendations of Technical Programme Committee and approve Technical Programme, especially of workshops (themes and venues) and other activities/projects.
- Choose the host for the next Congress.
- Examine and discuss the budget and consider any recommendation from Executive on changes to membership dues.
- Report of Congress Secretary-Treasurer, including forecast of financial proceeds of Congress.
(Note: Councillors attending Council meetings and exercising voting rights must be representatives of duly paid-up
Affiliated members. Their identity or that of their designated representative shall be verified by the Compliance Committee.)
The Councillor has an important role in fostering the communication channels within the ISSCT as follows:
- To publicize the mission and activities of the ISSCT within his Affiliated Society and in his country and express the expectations of his Society in the mission of the ISSCT.
- To encourage participation in the membership of the ISSCT among members of his Society and facilitate their participation in the ISSCT's activities.
- To promote lateral exchange among ISSCT members under the banner of the ISSCT, making use of the ISSCT's electronic network for this purpose.
- To promote the participation of members of his Society in the activities of ISSCT and assist, as far as possible, in the administrative formalities with the Organizers and with the Secretariat.
Constitution - Article V
- Three months before Congress the General Secretary will inform members of the number of upcoming vacancies on the Executive and the nomination procedures.
- At each Congress, Council must hold an election to fill up vacancies on the Executive to bring the number of elected members to 10. Any vacancy arising during the inter-congress period will not be filled until the next Congress. Executive members are elected for 2 Congress periods.
Usually 5 new members must be elected for two terms of about 3 years each. However, in case there are more vacancies as stipulated by Article V Sub-Clause2.3, the candidates who have scored the highest marks will be elected to serve for the full 2 terms and the others will be elected for 1 term only. They will have to stand again for the next election, in they wish to continue to serve on the Executive Committee.
- Nominations for the position of member of Executive must be received from members on the prescribed form (Form 5), signed by the nominee, a proposer and a seconder, together with the C.V. of the candidate to certify his qualifications, before the second meeting of Council. These must be submitted to the General Secretary one week before the Congress and must be screened by the Compliance Committee to be presented to Council at its second meeting. The election is by secret ballot, usually at the third meeting of Council. The Compliance Committee consists of the Chair of Executive, the General Secretary, the Councillor of the Country hosting Congress and another member of Council.
- On the last day of Congress, the new Executive must meet to elect the Chair, Vice Chair and the Chair of TPC as well as to appoint the members of the three Standing Committees. The Executive must also meet with the new Technical Programme Committee to streamline communication facilities among office bearers, to initiate arrangements for the inter-congress activities and for planning the next congress.
- Executive must meet about four times at Congress. The objects of the meetings shall be generally as stipulated below,
but other items may be taken up as required:
Meeting No. 1 (Preferably on the eve of the Opening of Congress)
Meeting No. 2
- To examine the reports of the Technical Programme Committee, the Secretariat, and discuss details of Congress Organisation.
- To approve the Interim Audited Accounts and examine forecasts of financial proceeds of Congress.
- To examine constitutional matters (constitution, policy & procedures).
- To examine the schedule of meetings of the Technical Panel during the week.
- To examine issues to be covered during the week related with: Compliance Committee and language matters.
Meeting No. 3
- To examine applications and consider recommendations for hosting the next Congress.
- To examine and approve recommendations on the organisation of workshops and other technical projects of the ISSCT.
- To examine nominations for Honorary Life Membership.
Meeting No. 4
- To appoint the office bearers of Commissions and Technical Sections.
- To appoint the Editor in case of vacancy.
- To examine the Technical Programme, workshop themes and venues, and host organisation.
- To examine and approve the budget.
- (This meeting shall be held after the election of the new executive. The first part of the meeting shall be reserved to
Executive members only. The second part shall be jointly with the new Technical Programme Committee and the new
- To elect the Chair and Vice-Chair.
- To elect Chair of TPC
- To appoint the Compliance Committee.
- To initiate arrangements for inter-congress activities and planning the next Congress.
- The Compliance Committee of the Executive shall meet on the first day of Congress (or on the eve) to discuss all issues to be addressed during congress week and subsequently, as requested by the Chair of Executive.
- Executive shall meet at least once in the Inter-Congress period, with the Congress Organising Committee, preferably at mid-term to review the details of the organisation of the Congress, including the Pre and Post Congress Tours and to conduct the other necessary businesses of Executive. The aim is to decide on the technical programme on the recommendation of the Technical Programme Committee, including themes, symposia, plenary sessions and guest speakers, processing and publication of communications. Executive shall also scrutinize arrangements for Congress venues as well as for accommodation, including package costs, to ensure that members attending get the best value for money.
The timing of this Mid-term Meeting should be early enough to ensure the smooth running of the technical preparations and to allow a timely decision on the package costs and congress/accommodation facilities for inviting participation to Congress.
- At the Mid-term Meeting, the Executive monitors the administration and technical activities of the ISSCT. The Final Audited Accounts of the previous Congress Period are approved and the yearly financial statements are examined. Constitutional matters are reviewed.
- At the first meeting of the New Executive after election, on the last day when Congress adjourns, the New Executive
meets with the previous and new Technical Panel to facilitate handing over from one team to the next. General Secretary
must also hand over information, membership database, etc. from one COC to the next.
- The Technical Panel is chaired by the Chair of TPC and is composed of the other members of the Technical Programme Committee, Chairmen of Technical Sections, together with the two members appointed by the Congress Organising Committee.
- The Technical Panel meets as often as necessary during Congress.
- The Technical Programme Committee is composed of the member of the Executive elected as Chair, the General Secretary, the Editor, the Commissioners, and a representative from COC. It is responsible for making recommendations to Executive and Council on all matters related to the technical activities of the ISSCT.
- The TPC must meet at least once during the inter-congress period in the Congress host country, to plan Congress and monitor the technical activities of the ISSCT. The meeting coincides with the Mid-term Meeting for Congress Organisation. The TPC makes recommendations to Executive and COC on the technical programme and schedule of Congress, including its structure and the choice of themes and guest speakers, as well as the schedule for the processing of communications and publication of proceedings.
- The international travel costs of members of TPC to attend Mid-term Meeting are met from ISSCT funds while their accommodation and internal travel costs are provided by COC.
- The Technical Programme Committee issues an Operations Manual giving all details of procedures for the work of the Technical Panel. This includes guidelines for the call, submission and processing of papers and posters, for the presentation of posters and for the organisation of workshops.
- The Technical Panel makes recommendations to Executive on the appointment of chairmen and members of Sections, workshop themes and hosts, as well as on other technical projects. In making recommendations for membership of sections, consideration must be given to the competence of members, their participation in the activities of the ISSCT and the need for the interests of the ISSCT to be broadly represented, taking into consideration geographical as well as all 3 official languages of ISSCT. Guidelines have been established to ensure efficiency and transparency.
- In choosing Chairmen of Sections, TPC must take into consideration their individual competence, the facilities at their disposal in their organisations and their possibilities to attend Congress. Should, for unforeseen circumstances, a Section Chair be unable to attend Congress, TPC Chair must designate an appropriate delegate to help him or to act as Section Chair during Congress.
- It is possible for any member of the ISSCT to be proposed for membership of Sections. The composition of these Sections is examined at Workshops and Sectional meetings at Congress.
- Each Commissioner is also Chair of a Technical Section within his Commission, with the exception of the Biology Commission which includes 4 Sections and the Commissioner may opt to delegate this responsibility.
- In addition to Congresses which are held every three years, the ISSCT organizes workshops during the inter-congress
period for more in-depth discussion among specialists in various fields on key issues of interest to the industry.
Workshops may also be organized during Congress.
The channel for choosing and approving the venue and theme of a workshop is as follows:
- Sectional Committee
- Technical Programme Committee
- Application to host a workshop must be made on the prescribed form (Form 3) which specifies the requirements.
In choosing the host for a workshop, the Executive shall consider the host's ability to organize it and the relevance of the issue to be addressed to the Organisation chosen. Consideration shall also be given to spreading the ISSCT's activities among countries of Affiliated members and in geographical regions to give maximum opportunities to different members for participation.
- Any change of venue for hosting a workshop must be initiated by the Section Chair through the Commissioner and finally approved by Chair Technical Programme Committee who shall inform Executive.
- The Technical Programme Committee must submit to Executive proposals for themes and venues of workshops. Executive will make recommendations to Council which gives final approval.
- Organizers of Workshops must circularize information on the running of a workshop, including: themes, dates, costs and venue, and inviting contributions. The announcement must be sent to a group of potential participants interested in the discipline. Such circulars will be posted on the ISSCT Website and up-dated regularly.
- The ISSCT allocates a certain sum of money from its budget for each workshop; this comprises a travel subsidy to relevant Section members attending, plus some support for the hosting organisation.
Requests for payment of workshop travel subsidies for Sectional Committee members must be initiated by Technical Section Chairmen, through the respective Commissioner, to Chair Technical Programme Committee, who will approve payment by the General Secretary. To expedite matters, communications in this process should be copied to the Secretariat. The sums allocated should preferably be pro-rata in relation to minimum Apex fare for the different section members participating in the Workshop. Bank charges will be deducted from the sums approved.
- Only individual members may attend Workshops. Persons from Organisations which are Affiliated, Associate, Institutional or Corporate members must apply as individual members to attend Workshops.
- The host Organisation must assist in the processing of membership application and liaise with the General Secretary for this. Membership dues collected must be forwarded to the General Secretary with minimum delay after a workshop.
- Attendance at Workshops must be limited to facilitate discussions; fifty is considered reasonable. However, a limited number of persons from the host country, who may not be ISSCT members, but who have helped with the Workshop organisation, may be allowed to attend as observers.
- There are no proceedings for Workshops but notes on presentations and discussions may be circulated. The Section Chair concerned must submit, with the collaboration of the local Organizer, a report on the main findings to Executive and Council, which shall also be presented as a paper at Congress in the Commission/Section concerned. An advanced edition of the report may be posted on the ISSCT website.
- The cost of Workshops must be kept within limits that allow participation by scientists/technologists.
(Guidelines on the Organisation of workshops are further detailed in the Operations Manual)
Congress Newsletters and News items, including technical ones, may be posted on the ISSCT Website.
Constitution - Article VII
The Secretariat and General Secretary
The Secretariat is the Central Hub for the organization of the ISSCT's activities and its involvement and procedures are as detailed below:
- Administrative Procedures
- 1.1 Membership Processing
In collaboration with the Congress Secretary-Treasurer, the General Secretary shall, through the Congress Newsletter, call for renewal of membership or seek applications from new members.
The Congress Secretary-Treasurer and all those responsible for the organization of Workshops, shall liaise with the General Secretary for the registration of memberships (new or renewal).
After receipt of application forms and confirmation of payment, a certificate of membership will be delivered directly to the new member or through the Congress Secretary-Treasurer or the Workshop organizers. An up-to-date database of members of different categories must be kept.
- 1.2 Financial
The General Secretary is responsible for administering the funds of the ISSCT with the assistance of the Accountant appointed by the host organisation, and on the advice of the Executive which may appoint a Finance Committee for this purpose.
Disbursement of the ISSCT's Funds according to the budget is carried out following approval by Chair Executive or Chair TPC, as the case may be, for the ISSCT's activities. General Secretary maintains close liaison with the Head of the host organisation for expenditure related to the functioning of the Secretariat.
Annual Financial statements are distributed every year to Executive members. Audited financial statements must be finalized according to regulations stipulated in the Constitution, to be approved by Executive and submitted to Council for information and discussion.
- 1.3 Election and nomination of officers
The General Secretary is responsible to monitor closely all procedures to be followed for the election and nomination of the various bodies of the ISSCT which fall under the prerogatives of Council and Executive.
- Technical Activities
The General Secretary monitors the organisation of all activities of the ISSCT including Congress and Workshops ensuring that, through proper communication between the Organizers and Chair Executive, Chair TPC, Commissioners and Section Chairmen, these activities proceed according to the policy and decisions of Council and Executive.
The General Secretary's role extends also to formulating recommendations to Chair Executive and Chair TPC for the administrative and technical improvement of the ISSCT.
- Database, Webpage and other Membership Services
The Secretariat is responsible for up-keep of various technical databases as approved by Executive and for maintaining a Webpage that gives up-to-date information on the activities of the ISSCT.
Communication among various institutions of the ISSCT and the office bearers and between members and the ISSCT is a most important function of the Secretariat.
The Internet will gradually increase communication capacities, promoting networking to facilitate access to information on sugar cane technology, primarily to members but also more widely to encourage greater membership.
Communication between Chair Executive, Chair TPC and General Secretary, as well as with other members of Executive, is an essential aspect in the management of the ISSCT's affairs.
Constitution - Articles VIII & IX
- Executive must seek applications from suitable Affiliated members to host a congress. At each Congress, Council will, on the recommendation of Executive, choose the host for the next Congress. However, indications may also be sought for possible applicants for the Congress due in 6 years.
- Applications from candidate hosts must be made on Form 1 which contains the specific requirements for hosting a congress. Evidence of the requirements must preferably be supported by appropriate audiovisual displays when presenting the application before Council. The information to be supplied should include:
- Articles of and details on the Affiliated Society.
- The Congress Officers, Collaborators and service providers and their duties.
- The Proposed Congress Programme and key focus issues.
- Plans and facilities for organising workshops if any.
- Proposed Congress Tours.
- Proposed Entertainment Programme.
- Details of Exhibition arrangements.
- Estimated Congress costs.
- Proposed method of liaison with General Secretary.
- Information on travel and visa formalities.
- Letter of support from Government Authorities.
- Details of Congress venues and Hotel accommodation
- Facilities for publication of Proceedings.
- Arrangements for welcome and transport of delegates.
- Information on recreation and local touring
- Security measures to be adopted.
- While relying on the close collaboration of the Congress Organising Committee for the essential local input, the ISSCT Executive will have jurisdiction over key planning arrangements, in particular:
- the technical programme, the presentation of communications and the publication and distribution of the Proceedings;
- the organisation of the exhibition;
- the cost structure of fees for the registration and accommodation of delegates, charges for the exhibition and other activities, and the cost of the Proceedings.
- The ISSCT Executive will take full control of the processing and refereeing of papers and the publication of the
Proceedings. An Editorial Committee will be set up for this purpose and an Editor appointed; the cost of the latter's
services will be met from the Congress Registration fees. However, to ensure good communication with the Congress
Organising Committee, the latter must nominate an Editorial Officer on the Editorial Committee.
The Editorial Committee consists of:
- Chair Technical Programme Committee (Chair)
- The 5 Commissioners
- The General Secretary
- The Editor
- An Officer of the Congress Organising Committee
- The Editorial Committee must appoint a panel of referees to review the papers and poster communications received for
- Immediately after a Congress, the Editor shall make full recommendations to the Chair TPC on the guidelines and
schedule for the Submission and processing of Communications, and the publication of proceedings of the coming Congress.
- Depending on facilities existing in the host country and according to cost/benefit considerations, the proceedings may or may not be printed in the host country.
- In order to ensure the financial viability of the ISSCT, Affiliated Societies selected to host a Congress will be charged an initial nominal fee. Further, a certain percentage from the proceeds of: Exhibitions, advertisement, sponsorship may also be charged at the closure of the Congress Accounts.
- The Affiliated member chosen to host Congress must appoint a Congress Organising Committee. This shall include a Congress Secretary-Treasurer. It shall also appoint a Congress Co-ordinator for the day-to-day organisation and nominate an Editorial Officer on the Editorial Committee for the publication of the Proceedings. The COC may make its own arrangements for Congress or must contract out the organisation to a Congress Management or Travel Agency.
- Interaction of COC, Executive and General Secretary
While the bid document and presentation at Council are meant to give an indication of the host's programme and plans for the Congress, full details of that programme must be discussed with the Executive at a Mid-Term review meeting, with site visits to key points.
- Mid-Term Meeting
- The Congress host must organize a mid-term meeting at a suitable time where Executive, TPC and COC discuss the details of the administrative, financial and technical organisation of Congress.
- Executive and TPC members must attend the Mid-Term Meeting and their travel costs are funded by ISSCT, while those of the General Secretary and of the Editor are funded by COC from Congress Registration and other Congress fees. Accommodation costs and travel arrangements within the host country are met by COC.
- COC must commit itself for the package costs for different accommodation categories for Congress and tours in the host country at MTM.
- In addition, the General Secretary must be highly involved in the cost structure of the registration and accommodation
fees as well as those of the pre and post-congress tours, and charges for the Exhibition. Thus, he must be invited to another meeting of Congress Organising Committee (in addition to the Midterm Meeting of Executive and COC) where key decisions on the budget, the choice of hotels etc. and detailed costs and charges will be finalized. Executive may
request that another member of Executive be also invited to this meeting.
- Applications for a pre/post-Congress tour must be made on Form 2. They may be presented to Council subsequent to the choice of a Congress host or to Executive at the Mid-term Meeting.
- 9Business meetings of Council, Executive, Technical Panel and Technical Sections are held during Congress to plan the organisation of the ISSCT's administrative and technical activities. The schedules of these meetings must be communicated to members concerned on the first day of Congress (or the eve), posted on appropriate notice boards, and published in the first Congress Daily Newsletter.
- Congress Organising Committee must make available to delegates at a Congress, a programme of events and a copy of the Proceedings with the full versions of the communications in English and abstracts in English, Spanish and French.
In exceptional circumstances, preprints of the Proceedings or of the Communications may be distributed to delegates, subject to arrangements with the Executive. In that case, each delegate should have at least a set of preprints for the section of his choice. Some additional sets may also be on sale at a nominal cost. The final proceedings must be published and distributed to those entitled to a copy, within 6 months after Congress.
- Congress Newsletters
Congress Organising Committee must issue an adequate number of Newsletters in the inter-congress period and may circulate a daily Newsletter during Congress.
- The Congress Newsletters have the following objectives:
The first Newsletter must be issued about 3 to 4 months after a Congress, within 9 months at the very latest.
- Give details of the new office bearers of the ISSCT.
- Invite renewal of membership and press for recruitment of new members, giving details of fees and application procedures.
- Give details of the technical assets of the Congress host's sugar industry.
- Give details of the Congress technical programme and proposed timetable.
- Give details of Congress package costs and procedures for registration.
- Report briefly on workshops and other activities of the ISSCT.
Extracts of the Congress Newsletters may be posted on the ISSCT and the Congress websites.
- The Daily Newsletters may be published during Congress to keep delegates informed of highlights of past and up-coming programme, together with information on the meetings of Council, Executive and the Technical Panel.
The following items may be included:
- The time-table of business meetings scheduled for the week for:
Council, Executive, COC, Technical Panel, Sectional Committees
- Accompanying Persons' programme
- Highlights of technical and entertainment events
Constitution - Article X
At each Congress, Executive must approve the budget for the next 3 years inter-congress period for presentation to Council. The main expenses are:
- Administrative Expenses of the Secretariat.
- Subsidies for travel of Technical Section members to workshops and minor financial support for their organisation.
- Financing of any special technical project.
- Full Travel Cost of members of Executive and Technical Programme Committee (and of General Secretary and Editor) to attend Congress Mid-term Meeting.
- Financial Statements
The General Secretary must provide Executive with Annual Financial Statements.
Statements of the ISSCT's Interim Accounts, up to the end of a calendar month within the period not exceeding 90 days before the opening of Congress, and subject to an independent audit, must be submitted to Executive for approval and for presentation to Council for comments and discussion. The total proceeds of Congress must be submitted by the Congress Secretary-Treasurer to Secretariat within 2 months after Congress adjourns. The Final Accounts of the ISSCT shall then be completed and audited for circulation to members of Executive within 4 months after Congress adjourns. These must be approved by Executive at the next Mid-term Meeting and submitted to Council at the next Congress for comments and discussion.
- Financial Settlements
At the end of any ISSCT activity (Congress and Workshop), the General Secretary shall settle the financial proceeds with the organizers, taking into consideration any membership dues collected by them, any Congress host and other fees owed to the ISSCT, and the payment of any money and subsidy due to them by the Secretariat.
Constitution - Article XI
General Administrative Procedures
While Council is the supreme body which has the final policy decision, it only meets at Congress. However, Council elects the Executive which is empowered for the day to day administration in line with Council's policy.
Council's supreme power lies with:
(1) the election of executive
(2) the approval of membership dues
(3) the approval of the technical programme
(4) the choice of the Congress host
Council relies on Executive for decision-making on other administrative matters to implement its policy: in particular the formulation of the budget and the monitoring and control of expenditures.
For the discharge of its duties, Executive meets not only at Congress but also at the mid-term meeting. It may also decide to have additional meetings according to special circumstances.
To improve communication, e-mail will be increasingly used and discussion sessions organized on the Internet.
Executive may appoint sub-committees to study specific issues such as:
(ii) Scientific and technological mission
(iii) Constitutional matters
There is a close communication between Chair, Vice-Chair, the General Secretary and the Editor. Furthermore, in addition to the meetings of Executive, communication among all members of Executive and Chair, Vice-Chair and General Secretary is frequent in order to seek consensus in decision-making.